NOTES
Family, Student & Class
Embedded Files
Overview
Overview
Notes can be placed in multiple locations! Below is a general guideline for note priority. Use your judgement for notes that fall outside the below categories.
Example:
- Notes about using fins or doing only 3 sets of under goes under the Student Notes to be viewed by the Deck Supervisor.
- Notes about blocks or class management goes under the Class Notes for the Deck Supervisor and Site Supervisor.
- Notes regarding a family payment, waitlist and general account items goes under Family Notes for everyone handling the account.
Note Open/Closed
Note Open/Closed
Open Notes are current topics to be aware of. These will filter to the top.
Closed Notes maintain past info. These notes will be filtered under open notes.
Note Priority
Note Priority
Grey = No Open Notes
Green = Open Low Priority
Yellow = Open Medium Priority
Red = Open Critical Priority
Add a New Note
Add a New Note
Priority level: Medium for financial reason
Open: This topic still current
Subject: Be precise!
Adding to an Existing Note
Adding to an Existing Note
Subject: Update if needed
Comment: MUST start with (CONT) to indicate there are addition notes nested under this subject.
Family & Class Note: Nesting
Family & Class Note: Nesting
For each subject, click the pencil icon to add notes to the interaction. You can keep the subject or update it with more detailed information. This ensures all relevant details are stored in one place, reducing the risk of missing important information or creating disconnected entries.
To indicate that additional information has been added to the subject, start your comment with (CONT).
If the note has been resolved and can be archived, change its priority to "Low" and close it. For example, if a call-back request is marked as critical, once the call-back has been completed, you can add a summary note, close it, and change the priority to "Low."
Additionally, notes can be reopened if the topic remains the same and requires further updates.
Steps for Nesting Notes:
Use the same or similar subject to nest notes. Use the search feature to find your topic; you may need to change the status back to 'Open' if it shows 'Closed.'
Add (CONT) at the start of the new note to indicate previous notes.
If you see a note no longer needed, change the priority to low and close the note.
Blocks & Site Communication
Blocks & Site Communication
Site Supervisors may or may not need to communicate with a guardian when a class is blocked for a swimmer—it depends on the situation.
If the block is temporary and does not affect the swimmer’s potential future enrollments or makeups, communication with the guardian is not necessary.
Guardian communication is highly encouraged if the class is blocked due to a special accommodation that:
Must carry over to future enrollments, or
Affects the swimmer’s makeup eligibility.
In these cases, it’s essential to communicate to the guardian and add Family Notes outlining clearly:
The reason for the accommodation,
The expected duration, and
Any limitations it creates for future scheduling are shared with the guardian so they are aware of the limitation and understand that any enrollment changes or makeups must be scheduled through the location team or Support Team to ensure the required class block can be applied (via Class Management Block for makeups or max swimmer adjustment for transfers).
Class Notes: Blocks
Class Notes: Blocks
Notes are reviewed monthly, and a note is updated or removed if no longer needed.
Blocked class notes should always be treated as a medium priority and include clear, detailed information in both the subject line and comments. These specifics will help ensure a quick review of the blocks and provide substitute teachers with essential information about any class concerns they must be aware of.
Subject must detail:
Max number the class is blocked to
Specific student(s) that require the block
Reason for the block
Comment:
Specific details about the block.
(cont) shows there are more comments nested under the most recent.
Pro Tip! Copy and paste the previous comment if it continues to be the same reason. This will then show the note has been reviewed and is relevant to the current date.
Subject: BLK@2 - Lincoln Fowler - Safety
Comment: (cont) Lincoln Fowler - Safety -- needs extra attention to follow directions. Issues with him pushing other students off the step - if continues may need a. private to keep other students safe.
Class Notes: Permanent Blocked
Class Notes: Permanent Blocked
HFSS Grey: Occasionally, we will encounter swimmers who will have a long-term or forever block. The format is very similar but indicates this block is permanent and does not need to be updated monthly. The format is as follows.
Subject: PERMANENT BLK@3 - Cody Satnan - SN & Safety
Comment: PERMANENT BLK@3 - Cody Satnan - SN & Safety -- We are also working on waiting and boundaries.
The Hubbard Way
The Hubbard Way
Below is a general guideline for note priority. Use your judgement for notes that fall outside the below categories.
Family Notes
Family Notes
Low Priority
General Items
General Shift Alerts
Medium Priority
Everything Financial
48 Hour Waitlist Hold
Critical Priority
Account Deletion Request
Delicate Family Situation
Do Not Re-Enroll
Student Notes
Student Notes
Low Priority
General Items
Skills/Promo to watch for
Medium Priority
Baby Splash - Adjusted Age
Special Needs Notes
Critical Priority
Extreme Safety Issue
Class Notes
Class Notes
Low Priority
General Items
Deck/Instructor Reminders
Medium Priority
Blocked Classes
Waitlist Holds
Critical Priority
Extreme Safety Issue
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